Trustees’ Annual Report for the period
From 1[st] April 2020 ( Period start date ) To 31[st] March 2021( Period end date )
Charity name: Baslow Village Hall
Charity registration number: 1162216
Objectives and Activities
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SORP reference
Summary of the purposes Para 1.17 The provision and maintenance of
of the charity as set out a Village Hall for the use of the
in its governing inhabitants of Baslow and Bubnell
document
Summary of the main Para 1.17 and The Covid 19 pandemic
1.19
activities in relation to government regulations stipulated
those purposes for the that the hall was closed for
public benefit, in virtually the whole of the period of
particular, the activities, this report. We have followed the
projects or services guidance of Rural Action
identified in the Derbyshire (RAD) and Action With
accounts. Communities in Rural England
(ACRE) in implementing the
closure restrictions.
During this enforced closure we
offered the Hall for any legally
permitted activities. Eg
vaccination centre, Baslow St
Anne’s school extra space,
Working From Home (WFH) in the
Committee room. Only WFH was
taken up. We have kept our User
Groups, the village residents and
potential hirers informed of the
situation as it has unfolded. We
introduced all government Covid
Health and Safety measures to
ensure as required. Regular
maintenance and cleaning has
been carried out.
All required meetings of Trustees
and sub committees and the June
2020 AGM have taken place by
electronic means, as detailed in
our Constitution.
Statement confirming Para 1.18 The trustees are aware of the
whether the trustees requirement for the hall to be
have had regard to the used for public benefit and our
guidance issued by the provision complies with this.
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Charity Commission on public benefit
Additional information (optional)
You may choose to include further statements where relevant about:
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SORP reference
Policy on grant making Para 1.38 No grants were made
Policy on social Para 1.38 There are no investments other
investment including than cash in the bank
program related
investment
Contribution made by Para 1.38 All trustees and helpers are
volunteers volunteers
Other The Booking Clerk receives a
modest remuneration
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Achievements and Performance
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SORP reference
Summary of the main Para 1.20 Recruitment of a replacement
achievements of the Marketing Trustee has proved
charity, identifying the impossible. This remains an ever
difference the charity’s higher priority as the hall is
work has made to the allowed to reopen after the
circumstances of its pandemic and new sources of
beneficiaries and any income are needed. Reluctance of
wider benefits to society residents to become trustees is of
as a whole. concern. The vacancies for
Nominated trustees representing
The Flower Circle and the
Parochial Parish Council were
unfilled, and a replacement
Chairman will be required from the
2021 AGM. Despite months of
effort there has been, to date, no
interest from anyone in taking up
this position.
A grant of £900 was received from
Derbyshire County Council to
cover the cost of refinishing the
hall floor. A grant of £1300 was
received from The Duke of
Devonshire’s Charitable trust (in
March 2020), which, together with
a donation of £450 from the
Baslow WI, covered much of the
cost of a roller shutter in the
kitchen, which is required for H
and S purposes.
Cleaning and grass cutting costs
have been kept to minimum whilst
being conscious of the importance
of the appearance of the interior
and exterior of the premises and
the extra cleaning costs
associated with pandemic Health
and Safety requirements. A new
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contractor was hired for grass cutting. For any new work carried out, tenders are sought before decisions are made. We are grateful to our volunteers and trustees for carrying out various essential duties eg Fire checks, garden maintenance etc. The exterior appearance has become increasingly important as we endeavour to increase bookings for events, such as wedding receptions and family gatherings, which utilise the garden area for photographs and socialising but internal and external projects have been put on hold until the pandemic is over and revenue returns. The volunteer Grants Officer has been invaluable, as obtaining grants for maintenance becomes ever increasingly important. . We have continued to operate under the same governance structure, which was introduced to accommodate the increasing complexity of running such an operation effectively and the demands on volunteers’ time. The Finance, Administration and Premises Sub Committees have operated effectively. This structure has enabled a more inclusive, efficient and effective operation which benefits the hall and its objectives. The replacement Secretary Trustee, who were elected at the AGM, has made an outstanding contribution to the overall running of the organisation. She has worked with the Treasurer Trustee to update and computerise booking and organisational records and policy documents. Thanks to the diligence of our Treasurer Trustee, we have obtained various government pandemic grants and despite very limited income since March 2020, have concluded the year with a healthy balance of £33,173 in the bank.
I would like to thank all the
trustees and helpers who have willingly given their time and expertise during this extremely difficult year. It is a situation never previously encountered which has required decisions to made, often at short notice because of the rapidly evolving pandemic. We recognise that it is a wonderful community facility which is vital to village life and are committed to sustaining it for the future. Hazel Wills 19/04/21
Additional information (optional)
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You may choose to include further statements where relevant about:
Achievements against Despite the pandemic, we have
objectives set met our objective to serve the
Para 1.41 community and realise enough
funding to maintain the facilities
in a condition that meets users’
needs. We anticipate soon being
able to consider some of the
projects that have inevitably been
put on hold during the past year.
Performance of The Charity has not held any
fundraising activities fundraising events this year but
against objectives set discussions have taken place in
Para 1.41 Committee about the need for
future fund raising. In view of lost
revenue form the Hall closure,
enforced by the Covid-19 virus
pandemic this will assume greater
importance next year.
Investment performance The charity has no investments
against objectives
Para 1.41
Other
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Financial Review
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Review of the charity’s Para 1.21 The financial position at 31.03.21
financial position at the was satisfactory
end of the period
Statement explaining the Para 1.22 £10000 to be held in a reserve
policy for holding account to cover major repairs and
reserves stating why they renewals of the building which
are held could arise and which would be of
a scale that could not be financed
from the day to day funds.
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Amount of reserves held Para 1.22 £10,062
Reasons for holding zero Para 1.22 Not applicable
reserves
Details of fund materially Para 1.24 Not material
in deficit
Explanation of any Para 1.23 No uncertainty
uncertainties about the
charity continuing as a
going concern
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Additional information (optional)
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You may choose to include further statements where relevant about:
The charity’s principal Para 1.47 Fees for hiring out the Hall
sources of funds
(including any
fundraising)
Investment policy and Para 1.46 Not applicable, as no investments
objectives including any held.
social investment policy
adopted
A description of the Para 1.46 1. Partial or total destruction of the
principal risks facing the Hall, but insurance is held to cover
charity such.
2. A lack of bookings to the point
where there were insufficient funds to
maintain the Hall.
3. A law suit regarding injury sustained
on the premises, but there is in place a
Health & Safety Policy, and a Risk
Assessment is carried out periodically,
and moreover insurance is held to
cover such liability.
Other The hall had to be closed on 19 March
2020, due to the COVID pandemic. The
hall reopened on a limited basis from
August until November 2020.
Reopening should begin in mid May
2021. During the 2020-21 financial
year, the hall received £19,669 in
government COVID support grants
(LRSG), This more than covered the
reduction in hire fees from £15,500 to
£1,300. Utility and other costs were
also minimised, and there is sufficient
COVID grant remaining to ensure the
charity remains financially secure for
2021-22, even if hire fees take some
time to fully recover
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Structure, Governance and Management
Description of charity’s Foundation model for a C.I.O trusts:
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Type of governing Para 1.25 Constitution dated 15th June, 2015
document
(trust deed, royal
charter)
How is the charity Para 1.25 Charitable Incorporated
constituted? Organisation
(e.g. unincorporated
association, CIO)
Trustee selection Para 1.25 Appointed Trustees are elected at
methods including the AGM by residents of the area
details of any of benefit.
constitutional provisions Ex-Officio Trustee is the vicar of
e.g. election to post or St Anne’s Parish Church, Baslow
name of any person or Nominated Trustees are put
body entitled to appoint forward by the local clubs,
one or more trustees societies and associations that
are designated the User Bodies of
the Hall
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Additional information (optional)
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You may choose to include further statements where relevant about:
Policies and procedures New Trustees receive an induction
Para 1.51
adopted for the induction pack which includes such
and training of trustees information as: The Charity
Commission leaflet “The Essential
Trustee”; the Constitution; annual
accounts and latest report. The
Administration Sub Committee has
reviewed our induction pack in the
light of increasing regulations
associated with running such a
Charity and a member has the
responsibility for Trustee
Induction. Trustees are circulated
with information from Rural Action
Derbyshire (RAD) and encouraged
to attend any relevant training
courses.
The charity’s Para 1.51 The Committee of Trustees meet
organisational structure Quarterly. The sub committees
and any wider network meet a maximum of 4 times per
with which the charity year as required. The Charity has
works links with Rural Action Derbyshire
(RAD) and Action with
Communities in Rural England
(ACRE) and receives appropriate
information and publications.
Relationship with any Para 1.51 Under its Constitution the Hall is
related parties obliged to permit St Anne’s Parish
Church Baslow to use the premises
free of hire charge, subject to
covering relevant heating and
lighting costs.
Other
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Reference and Administrative details
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Charity name Baslow Village Hall
Other name the charity None
uses
Registered charity 1162216
number
Charity’s principal Nether End,
address Baslow,
Derbyshire
DE45 1SR
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Names of the charity trustees who manage the charity
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Name of person (or body)
Dates acted if not for
Trustee name Office (if any) entitled to appoint trustee
whole year
(if any)
H Wills Chairman Whole year Residents of Baslow and
1
Bubnell
I Mailer Treasurer Whole year Residents of Baslow and
2
Bubnell
A Haynes Secretary Whole year Residents of Baslow and
3
Bubnell
J Petty Facilities and Whole year Residents of Baslow and
4
Maintenance Bubnell
5 Rev M E Gilbert Whole year Ex-Officio, as Rector
6 C Cooper Whole year Baslow Players
7 D Gridley Whole year Baslow Choir
8 vacant Whole year Baslow Flower circle
9 M Ashton Whole year Baslow Garden Society
10 S Bailey Whole year Baslow Indoor Bowling
11 S Winlow Whole year Baslow Luncheon Club
12 T Tucker Whole year Baslow Parish Council
vacant Whole year Baslow Parochial Parish
13
Council
14 J Powell Whole year Baslow Senior citizens
15 J Parker Whole year Baslow W I
vacant Marketing Residents of Baslow and
16
Bubnell
17
18
19
20
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Corporate trustees – names of the directors at the date the report was approved Director name
None
Name of trustees holding title to property belonging to the charity
Trustee name Dates acted if not for whole year
None
Funds held as custodian trustees on behalf of others
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Description of the assets None
held in this capacity
Name and objects of the None
charity on whose behalf
the assets are held and
how this falls within the
custodian charity’s
objects
Details of arrangements Not applicable
for safe custody and
segregation of such
assets from the charity’s
own assets
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Additional information (optional)
Names and addresses of advisers (Optional information)
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Type of Name Address
adviser
Charity
Advisor
s
Solicito
rs
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Name of chief executive or names of senior staff members (Optional information)
Exemptions from disclosure
Reason for non-disclosure of key personnel details None
Other optional information
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signature(s)
Alison Haynes Full name(s) Hazel Wills
Position (eg Chairman Secretary Secretary, Chair, etc)
y
Date 2021
BASLOW VILLAGE HALL C.I.O.
Registered Charity No 1162216
Accounts for the Year ended 31st March 2021
BASLOW VILLAGE HALL C.I.O
Registered Charity No 1162216
Accounts for the Year ended 31st March 2021
| Accounts for the Year ended 31st March 2021 | ||||||
|---|---|---|---|---|---|---|
| 12m period | to | 12m period to | ||||
| RECEIPTS AND PAYMENTS ACCOUNT | 31.03.2021 | 31.03.2020 | ||||
| Notes | ||||||
| RECEIPTS | ||||||
| Non-local/Commercial hirings | 8/9 | £707 | £8,711 | |||
| Local Hirings | 8/9 | £609 | £6,878 | |||
| Total hirings | £1,316 | £15,589 | ||||
| Amazon Smile donations | £5 | £0 | ||||
| Donations | 11 | £205 | £485 | |||
| Donations - restricted | £0 | £0 | ||||
| DDDC Grant – restricted – roof repairs | £500 | |||||
| DCC Grant – restricted – roof repairs | £500 | |||||
| DCC Grant - foor resurfacing | £900 | |||||
| Duke of Devonshire’s Charitable Trust – restricted – roller shutter | £1,300 | |||||
| Government COVID (LRSG) support grants | via DDDC | £19,669 | ||||
| £20,779 | ||||||
| Interest | £6 | £20 | ||||
| £22,101 | £18,394 | |||||
| PAYMENTS | ||||||
| Water charges | 13 | £464 | £504 | |||
| Electricity & Gas | £1,215 | £2,147 | ||||
| Phone & Broadband | £245 | £316 | ||||
| Utilities total | £1,924 | £2,967 | ||||
| Wages | 7 | £1,200 | £1,200 | |||
| Wages processing | £360 | £360 | ||||
| Cleaning (hall, windows & materials) | £486 | £3,037 | ||||
| Refuse Collection | £450 | £439 | ||||
| Repairs/ Maintenance | 4 | £60 | £2,845 | |||
| Repairs/ Maintenance part grant funded | 4 | £900 | £2,190 | |||
| Equipment part funded by donation/grant | 5 | £2,794 | ||||
| Equipment | 5 | £35 | £373 | |||
| Performing Rights & other licences | £374 | £366 | ||||
| Insurance | £1,431 | £1,411 | ||||
| Garden Maintenance | £375 | £406 | ||||
| Sundries (Misc) | £146 | £104 | ||||
| Post and stationery / IT (Admin) | £116 | £60 | ||||
| TENS licences | £0 | £0 | ||||
| Refunds | £142 | £226 | ||||
| Advertising | £110 | £0 | ||||
| £10,903 | £15,984 | |||||
| Excess of receipts over payments | £11,198 | £2,410 | ||||
| CASH FUNDS | 2 | |||||
| Current account HSBC 1/4/20 | Unrestricted | £11,918 | £9,530 | |||
| Deposit account HSBC at 1/4/20 | Unrestricted | £10,056 | £10,036 | |||
| (Defcit) / Surplus this period | £11,198 | £2,410 | ||||
| Total (bank, | calculated) | £33,173 | £21,976 | |||
| Current account HSBC 31/3/21 | 6 | Unrestricted | £23,111 | £10,618 | ||
| 2 | Restricted | £1,300 | ||||
| Total (current a/c) | £23,111 | £11,918 | ||||
| Deposit account (HSBC) 31/3/21 | Unrestricted | £10,062 | £10,056 | |||
| 6 | Total | (bank, net) | £33,173 | £21,974 | ||
| Outstanding cheques from previous year | £420 | £185 | ||||
| Total (bank, gross) | £33,592 | £22,159 |
TREASURER'S STATEMENT
hall.
Dr JPG Mailer
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BASLOW VILLAGE HALL Accounts for the Year ended 31st March 2021 NOTES
1 ACCOUNTING POLICIES
The financial statements have been prepared in accordance with the Charities Act 2011 using the Receipts and Payments basis available to small charities.
2 FUND ACCOUNTING
Unrestricted Funds may be used by the village hall for any of its ordinary purposes at the discretion of the Trustees
Designated Funds represent unrestricted funds set aside by the Trustees for specific designated purposes; they can be transferred back into general funds at the Trustees' discretion.
Restricted Funds represent income which may be expended only on those restricted objects provided in the terms of a trust or bequest, or donations or grants received or invited for a specific purpose. These funds can only be spent on the specific purpose for which they were given. Any balance remaining unspent must be carried forward as a balance on that fund for future expenditure on that specific purpose, or returned; it cannot be absorbed into general funds.
The restricted funds balance at 31.03.21 was £0, (2020 £1,300)
Permanent Endowment Fund
Land and Buildings: Baslow Village Hall, Nether End, Baslow.
| 3 MONETARY ASSETS The village hall monies are held in segregated accounts. 4 Repairs and Maintenance Annual fre extinguisher service Refnishing hall foor Subtotal Part grant funding by DCC: Resurfacing hall foor Net cost of maintenance 5 Equipment iZettle card reader Roller shutter for kitchen hatchway Subtotal Part grant fnding by DDCT and Baslow Wi Net cost of equipment 6 Of the £33173 held in the bank at 31.03.2021, £509 is payment in advance for 2021/2022 hiring. Does not include £419.58 in cheques issued in March 2021, but not yet presented by 31/3/21 7 The wages creditor at 31.03.2021 was £0. 8 The hall was only open from July to October, on a restricted basis (COVID regulations) The averages below are for those 4 months only. Summer is normally a quieter time. The average monthly hiring income was £250 (normally £1200) The average hours let per month was 25 (normally 105) The average hourly rate for letting was £10 (£11.05 in 2019-20) 9 Money due to Baslow Village Hall at 31.03.2021: (Nil) 10 Deposits for future hire Key deposits Subtotal 11 Donations from various Baslow organisations and individuals 12 Assets retained for the Charities own use Furniture (Chairs and tables) Cleaning equipment Kitchen equipment (Cooker, Fridge, Crockery) P A System Bookings phone Money due by Baslow Village Hall at 31.03.21 |
£60.00 £900.00 |
|---|---|
| £960.00 £900.00 |
|
| £60.00 £34.80 £2,794.40 |
|
| £2,829.20 £1,750.00 |
|
| £1,079.20 £509.00 £225.00 |
|
| £734.00 |
The above assets, together with the Permanent Endowment Fund referred to above in note 2, and together with the Cash Funds at bank as shown on page 1, were all made over by a Vesting Declaration of the 1st October 2015 from the Charity bearing registered number 520414 and also known as "Baslow Village Hall".
13 Overcharged £143.58, credited to 2021-22
Page 2
BASLOW VILLAGE HALL C.I.O. Registered Charity No 1162216
Accounts for the Year ended 31st March 2021
INDEPENDENT EXAMINER'S REPORT ON THE ACCOUNTS
I report to the trustees on my examination of the accounts of Baslow Village Hall for the year ended 31st march 2021, which are set out on pages 1 and 2.
Responsibilities and basis of report
The charity's trustees are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011. ("the Act").
I report in respect of my examination of the charity's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable directions given by the Charity Commission under section 145(5)(b) of
Independent Examiner's statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in any material respect:
accounting records were not kept in accordance with section 130 of the Act or
the accounts do not accord with the accounting records
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Signed by the Independent Examiner: date:
Name: Diane Clewes
Relevant professional qualification: Chartered Certified Accountant
Address: Barley Croft, School Lane, Baslow. DE45 1RZ
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